How to move/copy emails from one account to another in Outlook?

Author Kelly Last modified 2025-04-10

For example you add a new email account in Outlook, and you need to move all emails from the old email account to the new one, how could you solve it? This article is talking about moving or copying emails form one account to another in Outlook.

Move/copy emails from one POP email account to another in Outlook
Move existing emails	Move incoming emails
Copy/forward emails from one email account in Outlook to Gmail account
Forward existing emails	Forward incoming emails

Move/copy emails from one POP email account to another in Outlook

This method is talking about moving all existing emails and incoming emails in future from one POP email account to another one in Outlook. Please do as follows:

Move existing emails from one POP email account to another in Outlook

1. In the "Mail" view, right click the email account whose emails you will move, and select the "Open File Location" from the right-clicking menu. See screenshot:
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2. Close Microsoft Outlook. And go to the opening folder, right click the Outlook data file of the specified email account, and then select "Copy" from the right-clicking menu. See screenshot:
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3. Go to the desktop, and press the "Ctrl" + "V" keys to paste the Outlook data file on desktop.

4. Start Microsoft Outlook. And then click "File" > "Open & Export" (or "Open") > "Import/Export".

5. In the opening Import and Export Wizard, please click to highlight the "Import from another program or file" option, and click the "Next" button.
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6. In the Import a File dialog box, please click to highlight the "Outlook Data File (.pst)" option, and click the "Next" button.
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7. Now in the Import Outlook Data File dialog box, please click the "Browse" button.
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8. In the popping out Open Outlook Data Files dialog box, please:
(1) Open the "Desktop" folder (or other folder you pasted the Outlook data file in just now);
(2) Click to select the Outlook data file of the specified email account;
(3) Click the "Open" button and "Next" buttons successively.
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9. In the new Import Outlook Data File dialog box, please:
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(1) Click to highlight the Outlook data file you specified just now in the "Select the folder to import from" section;
(2) Check the "Import items into the same folder in" option, and select the new email account you will move emails into from below drop down list;
(3) Click the "Finish" button.

And now all emails are moved from old email account to the new email account’s folders.

Move incoming emails from one POP email account to another in Outlook

If you want to receive all incoming emails of one POP email account in another email account’s Inbox folder, please do as follows:

1. Click "File" > "Info" > "Account Settings" > "Account Settings".

2. In the opening Account Settings dialog box, please go to the "E-mail" tab, click to highlight the old email account, and then click the "Change Folder" button. See screenshot:
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3. In the opening New E-mail Delivery Location dialog box, please click to highlight the "Inbox" of new email account you will move emails into, and click the "OK" button. See screenshot above.

4. Click the "OK" button in the Account Settings dialog box.

From now on, you will receive all incoming emails of the old email account in the Inbox of new email account in Outlook.

Note: This method works with POP email accounts, and both POP email accounts must have been added in Outlook before above operation.

Copy/forward emails from one email account in Outlook to Gmail account

Let’s say you want to copy all emails from one email account in Outlook to your Gmail account which you don’t add in Outlook, you can apply Kutools for Outlook’s "Forward (Multiple Mails)" feature to copy all existing emails to Gmail, or apply the "(Automatic) Forward" feature to copy incoming emails to Gmail.

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Copy/forward all existing emails from one email account in Outlook to Gmail account

With Kutools for Outlook’s "Forward (Multiple Mails)" feature, you can quickly forward all or multiple emails to any email account separately in Outlook.

1. In the "Mail" view, open one mail folder of the specified email account you will move emails from, and then select all emails in this mail folder.
Tip: For selecting all emails in a mail folder, please select the first email in the mail list, and then press the "Ctrl" + "Shift" + "End" keys simultaneously.

2. Click "Kutools" > "Bulk Forward", next in the opening Select Names dialog box, select or type your email address into the "To" box, and click the "OK" button. See screenshot:

Now all selected emails in the specified email account will be forwarded to your Gmail account separately.

Copy/forward incoming emails from one email account in Outlook to Gmail account

For copying or forwarding all incoming emails from one email account in Outlook to your Gmail account automatically, please apply Kutools for Outlook’s "(Automatic) Forward" feature.

1. Click "Kutools" > "Forward" (in the "Automatic" group) > "Enable Auto Forward" to open the Auto Forward Settings dialog box.
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Note: If there is a checkmark before "Enable Auto Forward" in the "Forward" drop down list, please click "Kutools" > "Forward" > "Auto Forward Manager" to open the Auto Forward Settings dialog box.

2. In the opening Auto Forward Settings dialog box, please click the "New" button. See screenshot below:

3. In the new popping out Auto Forward dialog box, please:
(1) Name the rule in the "Rule Name" box;
(2) Specify your Gmail address as recipient;
(3) Check the "All receiving emails" option;
(4) Click the "OK" button.

4. Click the "OK" button in the Auto Forward Settings dialog box.

From now on, all receiving emails will be automatically forwarded to your Gmail account.

Demo: Copy or forward all existing and incoming emails from one email account in Outlook to another

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